1. LINSCHEID LIBRARY
Implementing LibCal to Manage
Group Study Room Reservations
iCon 2013
Chelsea Baker,
Instructional Services Librarian
Patrick Baumann,
Media Services Librarian
East Central University

2. BACKGROUND

3. SPRINGSHARE’S LIBCAL
TM
• Existing familiarity with
Springshare
• Free!

4. SYSTEM SETUP
• September 2012-December 2012
• System Settings
• Group Settings
• Booking Form
• System Emails

5. SYSTEM SETTINGS

6. GROUP SETTINGS

7. BOOKING FORM
• Full Name
• Email
• Reservation Name (Ex: CHEM Study
Group)
• Why are you reserving the room?
(group study, private study, club
meeting,other)

8. SYSTEM EMAILS

9. ADMIN PRIVILEGES
• System Settings
• Group Settings
• Booking Form
• System Emails
• Setup Room Availability

10. STAFF VIEW

11. TRAINING
• Two one-hour sessions
• Policy and procedures
• Public view and staff view
• Hands-on training

12. MARKETING
• Whiteboard
• Rotating picture on library homepage
• Signage
• Email to campus
• Newsletter article (April issue)

13. WAYS TO BOOK
1.Fill out online form via URL
2.Fill out online form via QR
code
3.Visit or call the Reference
Desk
4.Fill out print form

14. PUBLIC VIEW
http://ecok.libcal.com/booking/groupstudy

15. USAGE STATISTICS
33%
67%
Percent of AvailableTime Booked
March-May 2013
Booked
Not Booked

16. USAGE STATISTICS

17. BOOKINGS BY DAY
0
10
20
30
40
50
60
70
80
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
NumberofConfirmedBookings
Day of Week
Group Study Room Confirmed Bookings by
Day of Week March-May 2013

18. BOOKINGS BY HOUR
0
5
10
15
20
25
30
35
NumberofConfirmedBookings
Hour
Group Study Room Confirmed
Bookings by Hour March-May 2013

19. BOOKINGS BY COLLEGE
2%
35%
3%
19%
41%
Group Study Room Confirmed Bookings by
School/College
March-May 2013
College of Education & Psychology
College of Health & Sciences
College of Liberal Arts & Social
Sciences
School of Business
Unknown/Other

20. EVALUATION
• Evaluated June 13
• Booking Form
• Booking Length
• No-show Policy
• Codes

21. CHANGES TO FORM

22. BOOKING LENGTH
From 60 minutes to 30 minutes

23. NO-SHOW POLICY
Delete booking after 10 minutes

24. CODES
Code: More
Rooms
Use when a group asks about reserving the room or about access to
additional rooms during a time when the GSR is already booked.
Code: No
Show
Use when a group has not shown up for the scheduled time slot by 10
minutes after the start of the booking.
Code: No
Show
Waiting
Use when a group has not shown up for the scheduled time slot by 10
minutes after the start of the booking AND another group is wanting to
use the GSR during this time.
Code: No
Show Left
Early
Use when a group did show up for the first part of their scheduled
booking, but left at least 30 minutes prior to the end of their scheduled
booking.
Code:
Previous x
Use when you realize that a group that has not booked the GSR has been
using it for some time. Replace the "x" with the number of complete time
slots that the group has used the GSR without booking. If possible, use the
administrative interface to actually book the time slot rather than using
this code.

25. NEXT STEPS
• Evaluation
• Include Group Study Room in fall
whiteboard
• Feature in Freshman Seminar tour
• Newsletter blurb
• New Faculty Orientation
• Posters

26. THANK YOU
Chelsea Baker
Instructional Services Librarian
East Central University
cbaker@ecok.edu
580-559-5370
Patrick Baumann
Media Services Librarian
East Central University
pbaumann@ecok.edu
580-559-5373
http://help.springshare.com/libcal